Privacy policy

Date: 27.03.2024

Adaptive ATS (a product owned by Honest Solutions LTD, registered with the Companies House , company number 12809885 ("Adaptive ATS", "we", "us", "our") are committed to protecting and respecting your privacy under applicable data protection laws, including the General Data Protection Regulation (GDPR) and the UK Data Protection Act 2018.. This privacy notice explains how we collect, use and share personal data about you if you are (i) an authorised user or representative of a company which is a customer and/or partner of Adaptive ATS; (ii) visiting our website; or (iii) in contact with us in any other way, e.g., through our customer service. In addition, this privacy notice explains how you can exercise your right.

2. What information do we collect?

We may collect the following types of personal information from you:

Contact Information: Such as your name, email address, phone number, and postal address. We collect this information for the purpose of efficient and effective recruitment processes. For the Clients/Companies we may also collect information such as: Business Name, Phone Number, Email, Website, Postal Code, City and Country.
Education and Professional Information: Such as your employment history, academic records, skills, qualifications etc. This information allows users to evaluate skills and experiences in order to make informed hiring decisions.
Usage Information (IT Information): Such as your IP address, browser type, operating system, and device information. Collecting this information helps diagnose technical issues, analyse system performance, and ensure the security and integrity of the Adaptive ATS.
Cookies and Tracking Technologies: Cookies and similar tracking technologies may be utilised to collect data on user preferences, session management, and website usage patterns. This data helps personalise the user experience, remember user settings, and provide targeted content or advertisements.
Analytics Data: Adaptive ATS often employ analytics tools to gather aggregated and anonymized data on user engagement, such as the number of visits, page views, and conversion rates. Analysing this data enables administrators to make informed decisions about system improvements, feature enhancements, and resource allocation.
Marketing Information: Such as your preferences for receiving marketing communications from us. This data also allows us to personalise and tailor our marketing communications, such as sending you targeted job recommendations or promotional materials. We may analyse user interactions and behaviour to improve our marketing strategies and enhance your overall experience.
Financial Details: We may collect financial details (Clients), such as bank account information or credit card details, to process payments and manage reimbursements and expenses related to the recruitment and employment process.
Special Categories (Sensitive Data): Adaptive ATS may collect certain sensitive data to ensure compliance with legal requirements and to provide a secure and efficient recruitment process. This includes information such as personal identifiable details, financial information for relevant purposes, and other sensitive information as required by law or for diversity monitoring.
Third Parties: Adaptive ATS is integrated with Google Tools (Mail and Calendar) and other Job Board platforms to advertise job openings and gather data on job postings, applications, and performance. This helps our customers reach more candidates and streamline the recruitment process. We are not responsible for the privacy practices or the content of such websites. These third-party websites have separate privacy and data collection practices and we have no responsibility or liability relating to them.
Other information: Such as information you provide to us when you contact our customer support team.

3. Google Account Authentication

You may connect your Google account to your Adaptive ATS account in order to make use of certain Adaptive ATS features such as Gmail Syncing and scheduling with your Google Calendar. This is done through OAuth authentication, a secured mechanism giving Adaptive ATS access to your Google Account data without letting Adaptive know your password.

Adaptive ATS will require access or permission to your Google Account specifically:

Gmail Account:

Upon Sign-Up: To verify your email address and to create your user account on our servers in order to link your Google account with Adaptive ATS,
To access and read your Google account profile information,
To access and retrieve your email messages

Read and display your emails,
Compose and send new email messages to your candidates,
Create, change or delete your email labels,
To read, display and download any files attached to your email messages.

Google Calendar:

To access, read, create, change or delete events through Adaptive ATS
To display the calendar entries of your calendar and calendars of other Google users you have the permission to read
To check availability of other event attendees and resources.
To sync event updates made externally via Google Calendar in Adaptive
To access and read your Google Contacts in order to suggest email recipients when you compose email messages or events through Adaptive ATS
To access and read your Google Suite resources in order to suggest meeting rooms when you schedule events through Adaptive ATS

Google API Services

Adaptive’s use of information received from Google APIs will adhere to Google API Services User Data Policy including the Limited Use requirements.

NOTE* We do NOT store or sell any kind of your personal information in accordance with applicable law.

4. How do we use your information?

All the Information we collect (listed above in this Privacy Policy) are used for the following purposes:

Providing and improving our Adaptive ATS, including customising your user experience, and offering technical support. Adaptive ATS is made for easy recruitment processes and is a tool to help users identify the best candidates for the job opportunities. Offering the best solution is our mission that’s why we are always working to improve.
Managing your job applications and communicating with you about job opportunities. We make it clear to applicants how their personal information will be used and establish a legal basis for communication. It shows our commitment to transparency, complies with data protection laws, and builds trust with applicants.
Conducting data analytics to improve our platform and services. Data analytics helps us understand how people use our platform and allows us to identify areas where we can make improvements. It also helps us gather feedback from users and customise the platform to meet their needs. Additionally, data analytics helps us ensure compliance with privacy laws and maintain the security of user data.
Complying with legal and regulatory requirements. We prioritise users' privacy and adhere to the laws and regulations that protect their personal information. We are committed to maintaining the highest standards of data protection and privacy practices.
We may send you marketing communications (e.g. improvements on the Adaptive ATS, new features, updates etc) about our product and services, but only where you have explicitly provided consent to receive such communications. We believe in transparency and respect for your privacy rights. Our aim is to provide you with valuable and relevant information that matches your interests, while also giving you full control over the communications you receive from us. You may opt out of receiving marketing related communications by unsubscribing at the bottom of the emails or by contacting us at info@honestsolutions.co.uk
Data security purposes: Your privacy and trust are of utmost importance to us, and we take proactive steps to ensure that your data remains secure throughout its lifecycle within our ATS platform. We continuously assess and update our security practices to stay ahead of emerging threats and provide you with peace of mind regarding the confidentiality and integrity of your data.
Adaptive ATS does not use personal information for automated decision making: We value the individuality and unique qualities of each applicant. By explicitly stating that we do not use personal information for automated decision making, we ensure that important decisions regarding your job application are made by human beings who consider various factors beyond automated algorithms. We are committed to providing a fair and unbiased evaluation of each candidate based on their qualifications, experience, and potential, without solely relying on automated processes that could overlook valuable human attributes.

5. What is our lawful basis for processing your information?

We process your personal information based on the following lawful bases:

Performance of a contract: We need to process your personal information to provide our Adaptive ATS and manage your job applications.
Legitimate interests: We have a legitimate interest in processing your personal information for the purposes of improving our platform and services, communicating with you about job opportunities, and conducting data analytics.
Consent: We will obtain your consent before sending you marketing communications about our products and services.
Legal obligation: We may need to process your personal information to comply with legal and regulatory requirements.

6. How do we share your information?

We share but we DON’T SELL your personal information with the following types of third parties:

Our service providers, such as cloud hosting and email service providers, who help us operate and maintain our platform.
Our partners, such as recruitment agencies or employers, who may have access to your personal information in order to facilitate your job search and application process.
Law enforcement or regulatory authorities, in order to comply with legal or regulatory requirements.
LinkedIn: The ATS uses cookies from LinkedIn to track user behaviour and market to users on their behaviour.
Google Analytics: The ATS uses cookies from Google Analytics to track user behaviour and market to users on their behaviour.

We will only share your personal information with third parties where we have a lawful basis for doing so.

Customers are solely responsible for maintaining the confidentiality and security of their User Registration and Password.

7. How long do we keep your information?

We retain data for evaluating applications, considering candidates, complying with legal obligations, and for statistical analysis. The retention periods are based on legitimate business needs and industry best practices. We prioritise security measures to protect applicant data during retention, and we respect individuals' rights by providing information on how they can provide consent, withdraw consent, and exercise their data subject rights. We will securely delete or anonymize your personal information when it is no longer needed in accordance with our customer agreement, this Privacy Policy and applicable law. In case that we cannot delete these data, we will inform the customer the reasons why, subject to any legal restrictions.

8. How do we protect your information?

We take appropriate measures to ensure that your personal data is kept secure in accordance with industry best practices and applicable laws to protect data we collect from loss, alteration, destruction, misuse, and unauthorised access or disclosure.

To prevent unauthorised access, maintain data accuracy, and ensure the appropriate use of the personal data we collect, we have implemented physical, electronic, and administrative procedures. We utilise hashing and encryption techniques to help ensure your personal data is safeguarded.

We have policies to help maintain control and physical security of the facilities used to store data and only allow access to authorised personnel, restrict access to data to only those employees, contractors and agents that require it to provide and support our services. All our employees are bound by confidentiality obligations and may be subject to disciplinary or legal action if they fail to meet these responsibilities.

We process information in a way that is compatible with and relevant for the purpose for which it was collected. To the extent necessary for those purposes, we take reasonable steps to ensure that any information in our care is accurate, complete, current, and reliable for its intended use.

9. Security

Utilising industry-standard security measures, the Adaptive ATS takes steps to counteract potential information loss, unauthorised utilisation, and data manipulation. We are committed to maintaining a secure operational setting for housing the data collected by the Adaptive ATS, though it's important to recognize that achieving absolute security is not assured. Despite our efforts to uphold the reliability and security of our networks and systems, we cannot provide a guarantee that our security measures will be impenetrable to third-party "crackers" seeking to access this information.

We are a registered entity with the Information Commissioner's Office https://ico.org.uk/, and this privacy policy outlines our commitment to safeguarding and responsibly handling your personal information

10. What are your rights?

Under applicable data protection laws, you have the following rights:

Right to access: You have the right to request access to your personal information and receive a copy of the personal information we hold about you.
Right to rectification: You have the right to request that we correct any inaccurate or incomplete personal information we hold about you.
Right to erasure: You have the right to request that we delete your personal information, subject to certain exceptions under applicable law.
Right to restrict processing: You have the right to request that we limit the processing of your personal information, subject to certain exceptions under applicable law.
Right to data portability: You have the right to request that we provide your personal information in a structured, commonly used, and machine-readable format, or transfer your personal information to another controller, subject to certain exceptions under applicable law.
Right to object: You have the right to object to the processing of your personal information, subject to certain exceptions under applicable law.

If you wish to exercise any of these rights, please contact us using the contact details provided below.

11. Changes to this policy

Adaptive ATS has the discretion to update this privacy notice at any time. If we make any material changes, we will notify by posting a notice on our website prior to the change becoming effective. We encourage you to review this privacy policy periodically to stay informed about our information practices.

11. Contact us

If you wish to contact Adaptive ATS in order to exercise your rights or have any questions or concerns on how we handle your data, please get in touch via email info@honestsolutions.co.uk

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